Introduction
The Kelvedon and District Angling Association (KDAA) needs to collect information about individuals that come into contact with the Association either as members or as guest members. This personal information must be collected and dealt with appropriately whether is collected on paper, stored in a computer database, or recorded on other material and there are safeguards to ensure this is in accordance with the General Data Protection Regulation 2016 which replaces the Data Protection Act 1998 fully on the 28 May 2018.
The KDAA as a not for profit organisation does not need to register with the Information Commissioner but is required to adhere to the Principles of Data Protection, as detailed in the Data Protection Regulation.
The Association is also required to publish a Privacy Notice which is a legal document that discloses the ways in which it gathers, uses, discloses and manages member's data. It fulfils a legal requirement to protect a member's privacy under the Data Protection Regulation.
Your personal data - what is it
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the Data Controller's possession or likely to come into such possession.
Who we are
When we say ‘we’, we are referring to the Kelvedon and District Angling Association made up of individual members who have joined the Association or as guest members and is governed by Officials and a Committee elected by those members at an Annual General Meeting.
The Membership Secretary of the Association is deemed to be the Data Controller for the Association. The Data Controller is the person who in consultation with the Committee of the Association decides what personal information the Association will hold and how it will be held or used.
The information we collect
The Association uses the services of a managed membership solution, Clubmate Ltd to administer and maintain a database of members who are or have been members of the Association.
The responsibility to maintain the confidentiality of your information held by Clubmate is covered by their own Privacy Policy available on their website https://www.clubmate.fish/privacy/
The following information is held by Clubmate in the member's database; name, address, landline number, mobile number, email address, date of birth, membership category, vehicle registration numbers, a record of any disciplinary action taken by the Committee for rule infringements and additional information as set out in Clubmate’s Privacy Policy. The minimum amount of information initially provided by the Association to Clubmate was your name, email address and membership category. The other data will be provided by members at the time of registration with Clubmate.
The member's name and photograph is shown on the Association's website if a catch report is submitted by that member and also if a catch report is submitted by a member as a posting to the Association's Facebook page,
How we use your data
We will only use your information where we’re allowed under the Data Protection Regulation because we have a legitimate interest or where you agree to it or when fulfilling a legal obligation.
We use the information to keep you informed of the activities of the Association, for example, notice of water closures, fish stockings etc and by sending you a Newsletter or notice of the Annual General Meeting. If you have supplied an email address then we will send all communications by email including updates in year about our activities and information about our fishing waters unless you unsubscribe from us doing so.
Who we share your information with
Information contained in the member's database held by Clubmate is not shared with any third party apart from
a) When a member has been banned from continuing membership of the Association their name may be shared with the Data Controllers of other fishing clubs in the area.
b) When personal details are requested by an Environment Agency Bailiff pursuant to them carrying out their legal requirements.
c) As shown in section 4 of Clubmate’ s Privacy Policy.
d) Limited access to your membership profile is accessible online to the Association’s Bailiffs to check your membership status.
How long we’ll keep your information
Currently we keep a record of members in the database back to 1996. This enables us to identify the length of membership with the Association and any historical disciplinary actions.
We also send or email our annual Newsletter to individuals that have not rejoined the Association in the past three years as a means of keeping in touch and encouraging those past members to rejoin.
Paper records containing personal data, for example, application forms, are physically destroyed after three years by the Data Controller
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -
· The right to request a copy of your personal data which the Association's Data Controller holds about you;
· The right to request that the Data Controller corrects any personal data if it is found to be inaccurate or out of date;
· The right to request your personal data is erased where it is no longer necessary for Data Controller to retain such data;
· The right to unsubscribe from receiving emails from the Association.
· The right to withdraw your consent to the processing of your data at any time. However, that would you require you to forgo your membership of the Association and return your membership card to the Data Controller
· The right to request that the Data Controller provide the data subject with his/her personal data.
· The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
· The right to lodge a complaint with the Information Commissioners Office
1 November 2023